Author Event Planner: Readings, Book Launches and Online Sessions
An author event does not have to be large to be useful. A focused reading, a conversation with a moderator or a short online launch can give readers a reason to spend time with your work. The practical challenge is to make the purpose, joining instructions and responsibilities clear.
Download the editable worksheet
Download the events worksheet (Excel) →
Open the Excel file in your spreadsheet application or import it into Google Sheets and review the formulas after conversion. Save a separate copy for your project. Fill in the pale-yellow cells and use the Review status dropdown. Ready items and Items to review update from those choices; Not applicable removes an item from the remaining review count. Your edits stay in your file and do not sync to Author Rise.
1. Choose a format that serves one purpose
Decide whether the event introduces a book, explores a topic or teaches a practical skill. Identify the audience and choose a format you can prepare well. A short conversation with time for questions may be more workable than an ambitious program with several unconfirmed contributors.
2. Confirm logistics and access
Check the venue or platform, date, time zone, capacity and participant joining route. State who handles registration questions. Ask about accessibility needs and verify available arrangements rather than promising features you have not checked. Confirm admission, provider costs and any guest fees directly.
3. Build a simple running order
Allocate time for a welcome, the main reading or conversation, questions and a closing invitation. Assign hosting, moderation and technical support. Choose an excerpt you are entitled to share and practice it aloud. Leave enough time for transitions and questions instead of filling every minute with prepared material.
4. Rehearse the important failure points
Check sound, screen sharing and registration or meeting links. Make sure contributors know how to reach the organizer if something goes wrong. Prepare a backup plan for connection or venue problems. For recorded events, agree the recording and sharing arrangements with the people involved beforehand.
5. Promote accurately and review actual outcomes
Prepare an announcement that gives readers a reason to attend and tells them exactly how to join. Check provider terms and current charges before choosing a registration tool. After the event, thank participants, share agreed materials and record questions and attendance you actually observed. Use that evidence to improve the next event.
A practical starting point
Running-order starter: welcome and context; short reading or conversation; moderated questions; one optional reader next step; thanks and closing. Add named owners and realistic durations in your worksheet.
Adapt this example to your own work and the recipient's requirements. Complete the first three relevant worksheet fields, then choose one action you can take today.
Continue with related Author Rise resources
Further reading and useful tools
- Eventbrite explains its event-creation workflow; review current settings and charges if you use it.
- Use Zoom's test-meeting instructions when the event uses Zoom.
Find a connection and keep your working files
Explore the Author Rise Directory → to review the directory and its current contact options. Agree availability, deliverables and any fees directly with the person you choose. Example listings are illustrative; browser-created profiles are not shared member listings.
Download all ten community worksheets (ZIP) → or return to the Author Rise Community.